5.1 District policy defines small purchases as those purchases less than $5,000 except small purchases for construction or architect-engineer services shall be less than $50,000. The State procurement policy further subdivides small purchases into categories dependent upon the amount of the purchase. Competitive pricing shall be obtained for all purchases. Purchase requirements may not be divided into smaller units to avoid using the proper purchasing procedure based on the dollar volume, nor are purchases to be made prior to obtaining a purchase order number except for purchases made with a District open purchase order according to section 4.1.3. 5.1.1 Purchases less than $999. For purchases less than $999 entities are encouraged to seek the best possible sources of supply based on factors such as price, prior vendor performance, and delivery; and to utilize the warehouse and other contracts as established by the District Purchasing Department or the State of Utah. 5.1.2 Purchases between $1,000 and $4,999. No fewer than three vendors shall be contacted by the requesting entity for verbal, e-mail, or written price quotes. Quotations shall include a complete description of the product or service to be purchased, the quantity, the vendor name, address, name of the person providing the quote, quote date, unit and extended price, shipping charges if applicable, and delivery and payment terms. When a vendor is selected, a brief comment should accompany the documentation explaining the rationale for that vendor selection. Documentation shall be retained by the purchasing entity and shall be subject to Purchasing Department review/approval prior to any commitment to a vendor and be subject to audit by the DistrictΚΌs auditors. Purchasing entities are encouraged to consult with and utilize the services available from the District Purchasing Department. 5.1.3 Purchases between $5,000 and $9,999. The same policy applies as in 5.1.2 except that written or e-mail quotations are required. Written quotes and award justification must be submitted to the Purchasing Department for final approval and shall be retained by the Purchasing Department and be subject to audit. Purchasing entities are encouraged to consult with and utilize the services available from the District Purchasing Department. 5.1.4 Purchases over $10,000 or for construction or architect-engineer services over $50,000. All purchases anticipated to be in excess of $10,000 or for construction or architect-engineer services over $50,000 should be formally bid by the Purchasing Department in accordance with adopted bidding policies and procedures. Requesting entities shall provide the Purchasing Department with complete descriptions, specifications, and suggested sources for the goods/services requested. Those purchases in excess of $20,000 or for construction over $50,000 shall be formally bid with public notice given in accordance with adopted bidding policies and procedures. All of the solicitations and advertisements to be bid shall be issued from the Purchasing Department after receiving approved requisitions from the Business Administrator. The Purchasing Department further shall coordinate the receipt, opening, review, and awarding of all bids in accordance with the policy. 5.1.5 Purchases are authorized after budgetary approval using a vendor and price established by a state awarded procurement contract without going through the competitive solicitation process.
except small purchases for construction or architect-engineer services shall be
less than $50,000. The State procurement policy further subdivides small
purchases into categories dependent upon the amount of the purchase.
Competitive pricing shall be obtained for all purchases. Purchase requirements
may not be divided into smaller units to avoid using the proper purchasing
procedure based on the dollar volume, nor are purchases to be made prior to
obtaining a purchase order number except for purchases made with a District
open purchase order according to section 4.1.3.
5.1.1 Purchases less than $999. For purchases less than $999 entities are
encouraged to seek the best possible sources of supply based on factors
such as price, prior vendor performance, and delivery; and to utilize the
warehouse and other contracts as established by the District Purchasing
Department or the State of Utah.
5.1.2 Purchases between $1,000 and $4,999. No fewer than three vendors
shall be contacted by the requesting entity for verbal, e-mail, or written
price quotes. Quotations shall include a complete description of the product
or service to be purchased, the quantity, the vendor name,
address, name of the person providing the quote, quote date, unit and
extended price, shipping charges if applicable, and delivery and payment
terms. When a vendor is selected, a brief comment should accompany
the documentation explaining the rationale for that vendor selection.
Documentation shall be retained by the purchasing entity and shall be
subject to Purchasing Department review/approval prior to any
commitment to a vendor and be subject to audit by the DistrictΚΌs auditors.
Purchasing entities are encouraged to consult with and utilize the
services available from the District Purchasing Department.
5.1.3 Purchases between $5,000 and $9,999. The same policy applies as in
5.1.2 except that written or e-mail quotations are required. Written quotes
and award justification must be submitted to the Purchasing Department
for final approval and shall be retained by the Purchasing Department
and be subject to audit. Purchasing entities are encouraged to consult
with and utilize the services available from the District Purchasing
Department.
5.1.4 Purchases over $10,000 or for construction or architect-engineer
services over $50,000. All purchases anticipated to be in excess of
$10,000 or for construction or architect-engineer services over $50,000
should be formally bid by the Purchasing Department in accordance with
adopted bidding policies and procedures. Requesting entities shall
provide the Purchasing Department with complete descriptions,
specifications, and suggested sources for the goods/services requested.
Those purchases in excess of $20,000 or for construction over $50,000
shall be formally bid with public notice given in accordance with adopted
bidding policies and procedures. All of the solicitations and
advertisements to be bid shall be issued from the Purchasing
Department after receiving approved requisitions from the Business
Administrator. The Purchasing Department further shall coordinate the
receipt, opening, review, and awarding of all bids in accordance with the
policy.
5.1.5 Purchases are authorized after budgetary approval using a vendor and
price established by a state awarded procurement contract without going
through the competitive solicitation process.